PromoMats Standard Metrics allow Vault users to keep track of key metrics about their PromoMats content. Standard Metrics track information that answers the following questions:
- What types of material have been developed?
- What is the average approval time for a piece of material?
- How many review cycles does it take for content to be approved?
- What is the average time content spends in review?
- What is the approximate cost to create content across various content types?
PromoMats Standard Metrics are populated in the Standard Metrics section of a document’s Doc Info page. Vault automatically records a new set of metrics for each Steady state the document enters.
Fields for Standard Metrics
The Standard Metrics section includes the following fields.
Content Information Fields
When you add a PromoMats document, you can fill in these fields.
- Global Content Type: Assigns a universally accepted content type to a document.
- Content Creation Currency: Assigns a unit of currency to use for Content Creation Cost.
- Content Creation Cost: The amount paid by the customer for the development of the promotional item. This cost should not include media buy, print production, or reviewer time costs. You must select a Content Creation Currency before you set this field.
Admins can set default values for these fields. If default values exist, Vault automatically displays them when you create the document. You can select new values for these fields from the picklist.
Vault automatically populates these fields as documents move through review workflows, enter certain state types (In Review and Steady State), and reach a major version. Vault does not calculate values for these fields for documents that have not reached a major version. Date fields are available for use in report types that include documents.
- Initial In Review Date: The date the document entered the In Review state for the first time.
- Initial Steady State Date: The date the document entered the Steady State and reached a major version for the first time.
- Days to Enter Review: The time (in days) between the lowest minor version within the major version (for example, document v1.1) and the Initial In Review Date.
- Days in Review: The time (in days) between the Initial In Review Date and the Initial Steady State Date.
- Number of Review Cycles: The cumulative number of times a document enters the In Review state before the Initial Steady State Date.
- Days to Approval: The cumulative time (in days) between the lowest minor version within the major version (for example, document v1.1) and the Initial Steady State Date.
Vault calculates a set of metrics for each Steady state version of a document. When a document moves out of a Steady state and from a major version to a minor version, for example, from version 1.0 to version 1.1, the date fields become blank, and Vault calculates them again when the document enters an In Review state. You can see values for previous major versions by selecting Version History from the Actions menu.
Note: Prior to September 10, 2020, Vault incorrectly calculated the Days to Enter Review and Days to Approval PromoMats Standard Metrics values based on minor versions rather than the lowest minor version within a major version of a document. While this has been corrected, some documents created prior to September 10, 2020 may contain inaccurate values in these fields. Vault does not calculate values for these fields for documents that have not reached a major version.
Because Vault calculates a day as 24 hours, it is possible for the Days to Enter Review, Days in Review, and Days to Approval fields to have a value of zero. For example, if Lisa changes a document’s state to In Review at 4:00 PM on Thursday, and Ken changes the document’s state to Approved at 9:00 AM on Friday, the Days in Review value for the document is zero.
Vault includes weekend days when calculating Days to Enter Review, Days in Review, and Days to Approval.
Copying Standard Metrics Documents
When you select the Make a Copy action on a document:
- If the Global Content Type on the source document is set to “Not Specified”, the Global Content Type on the copy will appear blank, even if there is a mapped Global Content Type value. When you click Save, Vault automatically updates the value to “Not Specified”.
- If you select the Copy Fields checkbox and the source document’s Global Content Type is an active value, the copy will have the same Global Content Type value.
- If you clear the Copy Fields checkbox, Vault does not copy the Global Content Type from the document and instead populates the mapped default Global Content Type on the copied document upon Save. If there is no mapped Global Content Type, it defaults to “Not Specified”.
- Vault does not copy values for Content Creation Cost and Content Creation Currency. If the default Content Creation Currency for your Vault is a currency, for example Canadian Dollars, the Content Creation Currency value on the copy will match the source document, and the Content Creation Cost will be blank. If the default Content Creation Currency for your Vault is “Decline to Provide”, the Content Creation Currency and Content Creation Cost default to “Decline to Provide” on the copy.
Reclassifying Standard Metrics Documents
Vault does not update values for Global Content Type, Content Creation Currency, and Content Creation Cost fields when you reclassify a document, even if default values are configured for these fields on the new document type.
Vault can determine the length of time a document spent in four (4) standard processes:
- Time in Content Creation: The total time it takes for a piece to be created or updated after review. This is the total time the piece spends with the content creator (internal or agency), and does not include placeholders or planning states.
- Time in Quality Check: The total time a piece spends in quality check with the content owner or project manager before it is submitted for review and approval.
- Time in Review and Approval: The total time a piece of content spends in the review and approval process. This includes the time a content owner or project manager spends assessing the workflow outcomes.
- Time in Regulatory Submission: The total time for a piece to be prepared for submission to the Local Health Authority and the time the piece spends with the Health Authority when applicable. This is the time after review and approval and before the piece is Approved for Use.
Admins can add lifecycle states to these processes. You can access this information through Pulse.
To view durations metrics, use the Standard Metrics Durations with Documents report type to create and run the following reports:
- Standard Metrics in the Previous 12 Months
- Standard Metrics in the Last 12 Months
- Standard Metrics by Country in the Last 12 Months
- Standard Metrics Durations in the Previous 12 Months
- Standard Metrics Durations in the Last 12 Months
- Standard Metrics Durations by Global Content Type in the Last 12 Months
- Standard Metrics Durations by Country in the Last 12 Months
- Standard Metrics Durations by Product in the Last 12 Months
You can also view this information using the Veeva Standard Duration Metrics dashboard components.